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How to use Invoices in CoachNexa

Create, send and track professional invoices — with UPI, card and bank transfer support.

⏱ About 5 min · Updated 25 Sep 2026

Here is how Invoices works in CoachNexa, step by step.

  1. Open Invoices

    Click Invoices in the sidebar to see all invoices with their status (Draft, Sent, Paid, Overdue).

  2. Create a new invoice

    Click + New Invoice. Select the client, add line items (description + amount), set the due date and choose the currency. The invoice total is calculated automatically.

  3. Add your UPI ID for Indian payments

    Go to Settings → Payment and enter your UPI ID and optionally upload a QR code image. These will appear on every invoice automatically.

  4. Send the invoice to the client

    Open a draft invoice and click Send Invoice. The client receives a professional email with a link to view and pay online.

  5. Track payment status

    The invoice list shows a colour-coded status badge. When a client pays, either mark it Paid manually or (if using Razorpay) it updates automatically.

  6. Set up recurring invoices

    In the invoice creation form toggle Recurring on. Set the interval (Monthly, Quarterly, Annually) and the system generates future invoices automatically.

  7. Download or print an invoice

    Open any invoice and click Download PDF or Print. The PDF includes your logo, UPI QR code and full line-item breakdown.

  8. What your client sees — Client receives the invoice by email

    When you click Send Invoice, the client gets a professional email with a secure link to view the invoice. No login required to view it.

  9. What your client sees — Client views and pays online

    The invoice page shows the line items, total and payment options (UPI, cards, bank transfer). The client clicks Pay Now to complete payment via Razorpay.

  10. What your client sees — Coach is notified when paid

    Once payment is complete, the invoice status updates to Paid automatically and you receive an email notification. No manual chasing needed.

Tip: Overdue invoice reminders are sent automatically — configure the schedule in Settings → Invoices. Tip: Use invoice line items to itemise session packs, one-off consultations and material costs separately. Heads-up: Sent invoices can be edited but the client will see a "revised" notice. For major changes, void and re-create.

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